2. Page 1 Enterprise measurements for program and project management
Table of contents
Improvement area Release date
1. Reporting milestones January 2015
2. Performance reporting February 2015
3. Issue management February 2015
4. Lessons learned February 2015
Appendix:
Performance reporting tools
3. Page 2 Enterprise measurements for program and project management
1 Reporting
milestones
4. Page 3 Enterprise measurements for program and project management
Key initiatives
1) Less than 15% have evidence of desired outcome
Baseline data assumptions
Evidence of compliance at GPMO monthly reviews of
PROD and KIRT
Target metric
Time frame Target1
FY15 Q4 75%
FY16 Q1 90%
Desired outcome
► This evidence will prove that IT programs/projects are using Reporting Milestones for improved program/project
control resulting in enhanced service delivery performance. Evidence that:
1) Mandatory Reporting Milestones are listed on monthly performance report with all required information complete
2) Get to green (GTG) plans are documented for every Reporting Milestone RAG reported as “amber” and “red”
Data source and reporting
► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance
for reporting milestones.
Reporting milestones
Key initiatives
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
5. Page 4 Enterprise measurements for program and project management
Programs and projects
1) At the inception of the Functional Performance
Reporting Tools, less than 10% will have evidence
of desired outcome
Baseline data assumptions
Evidence of compliance
Target metric
Time frame Target1
FY16 Q1 50%
FY16 Q2 75%
FY16 Q3 90%
Desired outcome
► This evidence will prove that IT programs/projects are using Reporting Milestones for improved program/project
control resulting in enhanced service delivery performance. Evidence that:
1) Mandatory Reporting Milestones are listed on monthly performance report with all required information complete
2) Get to green (GTG) plans are documented for every Reporting Milestone RAG reported as “amber” and “red”
Data source and reporting
► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for reporting milestones.
Reporting milestones
Programs and projects
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
6. Page 5 Enterprise measurements for program and project management
2 Performance
reporting
7. Page 6 Enterprise measurements for program and project management
Key initiatives
1) Less than 40% have evidence of desired outcome
Baseline data assumptions
Evidence of compliance at GPMO monthly reviews of
PROD and KIRT
Target metric
Time frame Target1
FY15 Q4 75%
FY16 Q1 90%
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
Desired outcome
► This evidence will prove that IT programs/projects are using performance reporting for improved program/project
control resulting in enhanced service delivery performance. Evidence that each performance report :
1) Has been validated and submitted on time
2) Provides get to green (GTG) plans for every RAG (e.g., benefits, schedule, etc.) reported as “amber” and “red”
3) Provides “Top 3 Issues” and “Top 3 Risks”
4) Provides financial data for “Baseline FY,” “Current Year ATD,” and “Current Year ETC”
Data source and reporting
► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance
for performance reporting.
Performance reporting
Key initiatives
8. Page 7 Enterprise measurements for program and project management
Programs and projects
1) At the inception of the Functional Performance
Reporting Tools, less than 50% will have evidence
of desired outcome
Baseline data assumptions
Evidence of compliance
Target metric
Time frame Target1
FY16 Q1 75%
FY16 Q2 90%
Desired outcome
► This evidence will prove that IT programs/projects are using performance reporting for improved program/project
control resulting in enhanced service delivery performance. Evidence that each performance report:
1) Has been validated and submitted on time
2) Provides get to green (GTG) plans for every RAG (e.g., benefits, schedule, etc.) reported as “amber” and “red”
3) Provides “Top 3 Issues” and “Top 3 Risks”
4) Provides financial data for “Baseline FY,” “Current Year ATD,” and “Current Year ETC”
Data source and reporting
► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for performance reporting.
Performance reporting
Programs and projects
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
9. Page 8 Enterprise measurements for program and project management
3 Issue
management
10. Page 9 Enterprise measurements for program and project management
Key initiatives
1) Assuming 25% are using issue logs and reporting
on Top 3 Issues
Baseline data assumptions
Evidence of compliance at methodology compliance
reviews or quality reviews
Target metric
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
Desired outcome
► This evidence will prove that IT programs/projects are using an issue management process for improved
program/project control resulting in enhanced service delivery performance. Evidence that
1) There is an issue log for the program/project
2) “Top 3 Issues” are being reported on the monthly performance report (PROD/KIRT) where there is traceability back
to the issue log (i.e., each issue has a unique reference ID from the issue log or the issue is actually logged in the issue
log)
Data source and reporting
► The system of record for program/project management in IT Services varies by program/project so there is no single source to measure
compliance for issue logs. Program/project managers will be asked to provide the source and access to information for each review.
► Program Review and Oversight Dashboard (PROD ) and Key Initiatives Reporting Tool (KIRT) will be used to measure compliance
for the Top 3 Issues.
Issue management
Key initiatives
Time frame Target1
FY16 Q1 75%
FY16 Q2 90%
FY16 Q3 90%
11. Page 10 Enterprise measurements for program and project management
Programs and projects
1) Assuming 25% are using issue logs
2) At the inception of the Functional Performance
Reporting Tools, less than 25% will have evidence
of desired outcome
Baseline data assumptions
Evidence of compliance at methodology compliance
reviews or quality reviews
Target metric
Desired outcome
► This evidence will prove that IT programs/projects are using an issue management process for improved
program/project control resulting in enhanced service delivery performance. Evidence that:
1) There is an issue log for the program/project
2) “Top 3 Issues” are being reported on the monthly performance report (FPRTs) where there is traceability back to
the issue log (i.e., each issue has a unique reference ID from the issue log or the issue is actually logged in the issue
log)
Issue management
Programs and projects
(1) Once the target is met, the organization should continue to strive to
maintain or exceed the target. If the data falls below the target, root cause
analysis will be performed to understand and address the undesired result.
Time frame Target1
FY16 Q1 50%
FY16 Q2 75%
FY16 Q3 90%
Data source and reporting
► The system of record for program/project management in IT Services varies by program/project so there is no single source to measure
compliance for issue logs. Program/project managers will be asked to provide the source and access to information for each review.
► The Functional Performance Reporting Tools (FPRTs) will be used to measure compliance for Top 3 Issues.
13. Page 12 Enterprise measurements for program and project management
Appendix:
Performance reporting tools
Tool name Tool users Release date
PROD – Program Review & Oversight
Dashboard
Programs classified as Enterprise Programs FY15 Q12
KIRT – Key Initiatives Reporting Tool Programs and projects classified as Key Initiatives but
exclude Enterprise Programs
FY15 Q22
Functional Performance Reporting
Tools3
All programs and projects not classified as Enterprise
Programs or Key Initiatives4
FY15 Q3–Q4
IT Services PM Tool1 & Project Status
Report
All programs and projects not classified as Enterprise
Programs or Key Initiatives4
Legacy
Notes
1) IT Services PM Tool is a Lotus Notes database that is expected to be decommissioned by some time in FY16.
2) Performance reporting improvements for all Key Initiatives were implemented FY15 Q1–Q2. Included in this scope was
a reporting tool change (i.e., PROD, KIRT).
3) Performance reporting improvements for programs and projects are being implemented FY15 Q3–Q4. Included in this
scope is a reporting tool change (i.e., Functional Performance Reporting Tool and stop using IT Services PM Tool).
4) Issue management improvements to be implemented in FY15 Q3, which occur before programs and projects are
migrated to the new reporting tool. This limits the usage of Top 3 Issues by programs and projects until all programs
and projects have migrated to the new reporting tool.
